Contractor Forms and Letters for Business

Forms, contracts, and letters based on your business correspondence for the construction trade.

Contractor Forms and Letters (Complete 150 Doc Package) SAVE $$$

Purchase the entire collection (all 150 documents plus 22 additional reference guides).
This package contains all the documents on this site for one low price.

Price: $24.00

Accident Report

This is a form to be filled out whenever one of your employees has any sort of accident. These forms can be very important for insurance and legal purposes. Make sure that you fill them out every time, fill them out completely, and save them in a safe place.

Price: $5.00 USD

Cash Paid Out

Essentially, this is a receipt to be used when anyone takes cash out of the company, especially for petty cash boxes and the like.

Price: $5.00 USD

Commendation Letter

This is a brief letter of commendation for a salesman who has done a fine job and contributed substantially to the company's success. It can be modified and made appropriate for almost any type of employee.

Price: $5.00 USD

Company Planning Meeting Topics

This is a list of topics to be covered at an annual company meeting. Such meetings are very important and should not be neglected. This list of topics should be applicable to all construction companies.

Price: $5.00 USD

Conditions of Employment

With our current legal situation treating a job as an entitlement, hiring people can be a hazardous situation. To alleviate some of this problem, a number of companies have instituted policies mandating employment agreements for every employee. This is a sample of such an agreement. You should send a copy of any employee agreement to your attorney before using it to make sure that he or she approves of it.

Price: $5.00 USD

Daily Time and Labor Distribution Report

This is more of an in-house form than the ones you will find in the Jobs section. Use it to see how many workers are working on any given day. It is useful for checking work-flows and cash-flows.

Price: $5.00 USD

Emergency Contacts

This form is to be filled out for each employee, posted in the field office, and distributed to all personnel.

Price: $5.00 USD

Emergency Response to Hazardous Substance

This form should be filled out and signed by each employee so they are aware of the required emergency response to hazardous substances.

Price: $5.00 USD

Employee Data

This is a sheet for keeping data on your employees. It should be filled out for each employee and kept in a safe place.

Price: $5.00 USD

Employee Driving Record

In the current legal environment, you need to protect yourself against intrusive lawsuits. Use this form to prove that you checked on your employees and their suitability to drive company vehicles.

Price: $5.00 USD

Employee Emergency Action Plan

This outlines the action plan in case of an emergency for all employees on construction sites.

Price: $5.00 USD

Employee Evaluation

These are forms to evaluate your company's employees. Be sure to use the space provided for notes. Humans are very complex, and short descriptions are misleading.

Price: $5.00 USD

Employee Time Sheet

This is a weekly time sheet to track employees hours.

Price: $5.00 USD

Employee Warning Letter #1

This is a final warning letter to an employee. This letter is written regarding the poor conduct of an employee. In the letter, the employee is warned that this is the last chance he or she has; either there is immediate improvement, or termination of employment will result. The wording of this letter mentions attendance. Obviously this can be changed for differing circumstances; absenteeism was mentioned since it is the most common of severe problems. Health problems are also mentioned, with personal problems (divorces, deaths, etc.) mentioned in the parenthesis. These also can be changed for specific circumstances. The tone of the letter is (and should remain after revision) friendly, giving the feeling that you are sorry to be forced into such an extreme decision.

Price: $5.00 USD

Employee Warning Letter #2

This is a general warning to employees regarding drugs. This is a very serious warning to all employees regarding substance abuse (liquor, drugs, etc.). It can be used, as is, in response to rumors of drinking or drug use. It could also be modified slightly and used as a general reminder of the company's policy to immediately terminate anyone found using such substances. It should be distributed in pay envelopes or by some similar method.

Price: $5.00 USD

Equipment Ledger

This is a basic record of operation for construction equipment. It is good for costing, for maintenance, and for accounting cross-verifications.

Price: $5.00 USD

Hourly Labor Rates

This is a basic form to aid in planning out the project.

Price: $5.00 USD

Injury Letter

This is a condolence letter to an injured employee. This simple letter expresses your sorrow at the employee's injury and expresses your hope of a speedy recovery. Note that it also mentions a gift that is sent along with the letter. A gift given in such circumstances will generally secure a bit of good will toward you and your company.

Price: $5.00 USD

Insurance Change Notice

This is a letter regarding changes necessitated by insurance. This letter informs all employees of changes in conduct that will be necessary because of insurance regulations. It leaves you a blank place for filling in the details of the changes, and also clearly informs the employee that he or she must comply with the changes. It is assumed that copies of this letter will be stuffed in each employee's paycheck, or that some similar form of distribution will be used.

Price: $5.00 USD

Introduction Request

This letter is from a subcontractor to a general contractor requesting plans and specs for bidding a specific project. But, more importantly, it is a introduction and an expression of a desire to get to know each other and, hopefully, to become business partners.

Price: $5.00 USD

Letter of Appreciation

A big part of a workers' motivation has to do with what goes on in his/her family life. And even though you have no say in your employees' personal lives, you can certainly do something about how their families feel about your company. This is a personal letter from the owner or manager of the company to the worker's spouse. The purpose of the letter is to let the husband/wife know that the company appreciates his/her support for their spouse. Always try to include a small gift certificate or small gift with a letter like this. Doing so will get you far better results. If you get a gift certificate from a nice store in your area, the spouse can get something out of the ordinary for themselves. A gift certificate in the amount of one or two hours of wages should pay you back many times over. For unmarried workers, change the wording of the letter slightly and send it to a girlfriend or boyfriend or to the employee.

Price: $5.00 USD

Negative Reference

This is a response to an outside party's request for information regarding someone who used to work for you. In this letter the employee's problem was alcohol, though it could easily be changed to any other subject. However, you might consider delivering your reference in the form of a phone call since that leaves no permanent record.

Price: $5.00 USD

Overhead Calculations

This is a form to assist you in calculating your annual overhead. Overhead is usually expressed as a percentage of sales. The general method of calculating overhead is to total all of the company's expenses that are not related to any project, then divide them by total sales. Overhead figures vary widely for different types of construction operations, but most companies have overhead figures in the 5-20% range.

Price: $5.00 USD

Positive Reference

This is a positive and enthusiastic reference for a former employee. In this letter the person was a secretary, though you can easily change it as is required.

Price: $5.00 USD

Project Cost Data Sheet

This is, essentially, an estimate sheet for a construction project. It has provisions for most of the essential cost figures. You may modify this form for your specific needs.

Price: $5.00 USD

Project Survey

This form is for developing your final labor prices for regular, overtime, and double-time costs. Use it to determine the actual and final cost of your employee to your company.

Price: $5.00 USD

Reporting Accidents

This is a general letter to all employees regarding the reporting of on-the-job accidents. It is assumed that copies of this letter also will be stuffed in each employee's paycheck; or that some similar form of distribution will be used. Note that this letter specifies that the foremen have copies of the appropriate forms. Make sure that they do before you distribute such a letter. The letter is specially written to give the employees an incentive to fill out the forms promptly, since it tells them that failure to do so could jeopardize their claims.

Price: $5.00 USD

Resume Response

Writing a letter to turn down someone who is looking for employment is never a pleasant exercise. Having a pre-written letter such as this in your word processor's files should be helpful to you. This letter explains that you gave the resume or application your full attention, and that you are sorry that you have no appropriate positions open at the present time. It also expresses your best wishes for the person finding a good position soon. To this letter, you may wish to add other sections such as one saying that you will keep the resume in your files or another mentioning another company that may be interested in the person's services. Note that this letter refers to the prospective employee's resume. Since the use of a resume has become so common, the letter is written as you see it. If, however, you use job applications, simply substitute the word "application" where "resume" is shown.

Price: $5.00 USD

Retirement Letter

This is a letter to a retiring employee. Assuming that the retiring person has worked for you for many years, he or she is not only an employee, but a friend as well. This letter expresses your friendship and good wishes for the employee's future years. It also invites him or her to stop by the office frequently.

Price: $5.00 USD

Safety Agreement

This is a form to be signed by each employee, verifying that he/she has received the requisite safety information and training. With injury lawsuits being as common as they are now, keeping these documents is necessary.

Price: $5.00 USD

Safety Plan

This outlines all the safety procedures and points of contact in case of any emergency.

Price: $5.00 USD

Termination Letter #1

Probably the most unpleasant letter to write is the termination notice. Assuming that you are not firing the person for reasons of conduct, you should make the termination notice as friendly and sympathetic as possible. Try to assure the employee that you think well of them and that you will be thinking of them should an appropriate position open up.

Price: $5.00 USD

Termination Letter #2

This is a termination notice to a problem employee. Since the legal situation in the United States is not good for employers, this notice restates problems that the employee has caused and the reasons for termination. This will be helpful to your company if the former employee files a wrongful termination suit against you. If you have reason to expect a real problem from the employee who is being terminated, e-mail a copy of this letter to your attorney prior to giving the notice to the employee and note it on the letter.

Price: $5.00 USD

Travel Expense Report

This is a form to track the mileage and expenses for any travel affiliated with a job.

Price: $5.00 USD

Truck Inspection Sheet

This is a maintenance checklist and record for company vehicles. Use these regularly, not only to keep records of repairs, but to make sure that all vehicles are properly maintained.